Office Manager

Litton Andrews - Providing comprehensive medical and healthcare recruitment, consultancy, training, and business solutions, delivering the best staffing, practice management, and professional development services.

Our client, a respected and long-established Ophthalmology practice is seeking an experienced Senior Medical Secretary or Practice Manager to step into a permanent, part-time Office Manager position located in Auchenflower.

Working 3 days per week (Tuesday, Thursday and Friday) this role offers the flexibility of either 6:45am-2:45pm or 8:30am-5:00pm shifts, with no late evenings, providing an excellent work-life balance.

As the Office Manager, you will work closely with three Ophthalmologists, Ophthalmic Nurses and an experienced Administration team to oversee the day-to-day operations of this busy specialist practice. You will lead administrative functions, support and guide the team, manage workflows and help maintain the exceptional standards the practice is known for. This is a hands-on role that also includes assisting at reception during peak periods and providing front desk cover during staff leave, making you a valued and integral member of the team.

Key Duties and Responsibilities (including But Not Limited To)

• Oversee the day-to-day operations of a busy three-surgeon Ophthalmology practice, ensuring efficient administrative and patient service delivery.
• Lead, support and mentor a team of medical administration and secretarial staff, fostering a positive and collaborative workplace culture.
• Manage patient billing processes, including consultation and surgical billing, receipting, banking, reconciliations, Medicare, private health fund and third-party claims using Genie and Eclipse.
• Monitor outstanding accounts and ensure timely follow-up of patient and insurer payments.
• Coordinate surgeon consulting sessions, theatre bookings and patient scheduling to optimise workflow and patient experience.
• Maintain and improve practice systems, procedures and workflows to support efficiency, compliance and quality care.
• Build strong relationships with hospitals, theatre teams, anaesthetists, allied health providers and external stakeholders.
• Oversee practice facilities, equipment and service providers to maintain a safe and professional environment.
• Support recruitment, onboarding, training and performance management of administration staff as required.
• Provide operational support to the Directors, maintain confidentiality and compliance standards, and assist with reception and secretarial duties during busy periods and staff leave.

To be closely considered for this opportunity, you will need:

• Previous experience in a Practice Manager, Senior Medical Secretary or medical administration leadership role within a surgical specialist practice.
• Demonstrated ability to manage the day-to-day operations of a busy private practice.
• Strong understanding of patient and surgical billing processes, including Medicare, private health funds, accounts receivable and reconciliations.
• Experience using Genie practice management software and Eclipse billing systems (or the ability to quickly learn similar platforms).
• Proven experience leading, mentoring and supporting administration teams.
• Excellent organisational skills with the ability to prioritise competing demands while maintaining accuracy and attention to detail.
• Strong communication and interpersonal skills, with the ability to build positive relationships with patients, surgeons, hospitals and external stakeholders.
• A professional, proactive and solutions-focused approach, with the ability to work autonomously and collaboratively within a team.
• Experience coordinating theatre bookings and surgical patient pathways will be highly regarded.
• Sound knowledge of patient confidentiality, healthcare compliance requirements and practice standards.
• Strong computer skills across Microsoft Office and medical practice software systems.
• A flexible, hands-on approach with a willingness to support all areas of the practice when required.

Remuneration

The practice is offering an attractive hourly rate of $40-$45 per hour plus superannuation, negotiable for an exceptional candidate with relevant specialist practice experience. A shared onsite car parking space is also provided at the practice location in Auchenflower.

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